Personal Assistant

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Click on this link to find out about our values https://www.uhbw.nhs.uk/p/about-us/our-trust-values

Job overview

The post holder will work as a member of University Hospitals Bristol and Weston and be responsible for providing an efficient and effective personal assistant service to the senior management team within Weston General Hospital.

• The post holder will provide a co-ordinated and effective administrative and secretarial service to their assigned Senior Management lead and team (where applicable).
• To service and attend Division-wide and management team meetings taking minutes, preparing, and distributing papers, presentations and reports as and when required. Following up on any action points as required.
• To prioritise workload, using initiative and dealing with or referring enquiries as appropriate and ensuring the smooth and efficient running of their assigned area.
• To undertake the word processing of letters, documents and general correspondence and administer filing/photocopying relevant copies/record keeping.
• To be the first point of contact to answer all telephone calls for their assigned area and pass on accurate and timely messages, dealing with all enquiries as far as possible using own judgement or delegate matters, proposing possible solutions to other Trust staff.
• To manage incoming correspondence including post and email for the Senior Management Team in accordance with agreed policies, and take responsibility for dealing with routine matters, draft responses or make further enquiries on behalf of Senior Management Team to facilitate a response.
• To draft letters, reports and presentations for the designated Senior Management Team member using IT packages (Microsoft Office inc. Teams, Word, Excel & PowerPoint) ensuring all are to the executive level PA required standard.

Working for our organisation

Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Qualifications and Training

• Minimum of 5 GCSEs (Grade C or above) or equivalent, including English and Maths
• RSA III Word Processing or equivalent
• RSA II Audio Typing or equivalent
• NVQ in Administration or demonstrable equivalent experience in relevant subject area

Knowledge and Experience

• Experience of providing Secretarial/PA services to Senior Management or Director level within the NHS
• Previous experience of responsibility for agendas, paper collation and distribution and minute taking for a range of meetings
• Significant experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries and arrangement of meetings
• Shorthand and/or audio
• Good IT skills, in particular proven experience of typing and use of keyboards/computer literate
• Sound knowledge of Microsoft Office inc. Teams, Word, Outlook, Powerpoint and Excel
• Significant experience of dealing with the public, both on the telephone and face to face
• Previous experience of complaint handling
• To be able to communicate effectively, both verbally and in writing, information that is often complex and sensitive in nature to a range of audiences by different methods, e.g., face to face, over the telephone, by e-mail and letter
• To be able to plan and organise own workload, activities and programs and manage competing deadlines
• Strong organisational skills
• Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately

• Experience of office systems
• Knowledge of the Trusts financial policies and procedures

Skills and Abilities

• Excellent interpersonal skills
• Excellent organisational skills
• Ability to work independently using own initiative and to work as a member of the Team
• Attention to detail
• Self-motivated
• Flexible/adaptable to change
• Ability to negotiate/persuade/influence
• Strong customer focus
• Proven ability to meet deadlines/effective time-management
• Ability to maintain confidentiality at all times
• Ability to work calmly under pressure, and on own initiative without close supervision
• Excellent team player

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
• Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.